Department of Veterans Affairs (VA) Network Contracting Office 21 (NCO 21) intends to award a sole source contract to Nuance Communications, Inc., One Wayside Road, Burlington, MA 01803. This requirement is for maintenance service for the VISN wide Power Scribe Voice recognition system, throughout the VISN 21 Network. Contractor shall provide 24x7x365 remote maintenance and technical support and 8x5 on-site technical support for the VISN 21 Powerscribe 360 Voice Recognition system for Radiology. Contract coverage to include software updates and upgrades with on-site installation. Normal Working Hours are defined as 8:00 a.m. (0800 hours) to 5:00 p.m. (1700 hours) local time (including travel time), Monday through Friday, excluding U.S. federal holidays. Please see the attached Justification and Approval for additional details. THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE PROPOSALS; however, any firm that believes it can meet the requirements may give written notification prior to the response due date and time. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to perform the requirements. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Government will proceed with the award. Responses are due by May 30, 2014, 10:00 a.m. (PST). Responses shall be submitted via e-mail to
[email protected]. Telephone requests or inquires will not be accepted. SECTION B SUPPLIES OR SERVICES AND PRICE/COSTS Contractor shall provide 24x7x365 remote VPN support and 8x5 Onsite service for the VISN 21 consolidated Powerscribe 360 Radiology Voice recognition system. Coverage to include all applicable system and client upgrades and updates as well as technical support. Services shall be provided for the Department of Veterans Affairs Sierra Pacific Network, VISN 21. All services shall be provided in accordance with the specifications, terms and conditions contained herein. ? Base Year June 1, 2014 through Sept 30, 2014 DP OPTION2 MAINT - 8x5 Onsite and 24x7 Remote Support Qty Model/Part No Description Serial No. Term Start Date End Date Unit Price Amount 5 INTDNL360-DPF LIC-SW, PowerScribe 360, * 18 Weeks 06/01/2014 09/30/2014 Interface Download, Duplicate, Field 2 INTRISP360-CHG LIC-SW, PowerScribe 360, 18 Weeks 06/01/2014 09/30/2014 Interface, Vendor/ Interface Change 5 INTUPL360-DPF LIC-SW, PowerScribe 360, * 18 Weeks 06/01/2014 09/30/2014 Interface Upload, Duplicate, Field 330,000 PS360EX-CONV-107 PS360, Annual Exam Volume 1 Years 06/01/2014 09/30/2014 License, Conversion 1 PS360SS8-CON-F10 POWERSCRIBE 360 PSS0014666 1 Years 10/01/2013 09/30/2014 SOFTWARE KIT,SINGLE CPU, SS8STD FLD 1 PS360T58-CON-F10 LIC-SW, POWERSCRIBE 360 PSS0015655 1 Years 06/01/2014 09/30/2014 TEST SYSTEM SOFTWARE KIT, 5 USER, FLD DP OPTION2 MAINT SUBTOTAL : $____________________ 4 Quarters (billing in arrears * prorated based on FY13 upgrade) $_____________ $____________? Option Year 1 (OY1) 1001-6 for October 1, 2014 through Sept 30, 2015= ____________ Option Year 2 (OY2) 2001-6 for October 1, 2015 through Sept 30, 2016= ____________ Option Year 3 (OY3) 3001-6 for October 1, 2016 through Sept 30, 2017 = ____________ DP OPTION2 MAINT - 8x5 Onsite and 24x7 Remote Support Qty Model/Part No Description Serial No. Term Unit Price Amount 5 INTDNL360-DPF LIC-SW, PowerScribe 360, 1 Year Interface Download, Duplicate, Field 2 INTRISP360-CHG LIC-SW, PowerScribe 360, 1 Year Interface, Vendor/ Interface Change 5 INTUPL360-DPF LIC-SW, PowerScribe 360, 1 Year Interface Upload, Duplicate, Field 330,000 PS360EX-CONV-107 PS360, Annual Exam Volume 1 Year License, Conversion 1 PS360SS8-CON-F10 POWERSCRIBE 360 PSS0014666 1 Year SOFTWARE KIT,SINGLE CPU, SS8STD FLD 1 PS360T58-CON-F10 LIC-SW, POWERSCRIBE 360 PSS0015655 1 Year TEST SYSTEM SOFTWARE KIT, 5 USER, FLD DP OPTION2 MAINT SUBTOTAL : $________________ 4 Quarters (billing in arrears) $____________ $__________ SECTION C DESCRIPTION/SPECIFICATIONS/WORK STATEMENT 1. SERVICES: Contractor shall provide 24x7x365 remote maintenance and technical support and 8x5 on-site technical support for the VISN 21 Powerscribe 360 Voice Recognition system for Radiology. Contract coverage to include software updates and upgrades with on-site installation. Normal Working Hours are defined as 8:00 a.m. (0800 hours) to 5:00 p.m. (1700 hours) local time (including travel time), Monday through Friday, excluding U.S. federal holidays. 2. DEFINITIONS/ACRONYMS: A. CO - Contracting Officer. B. COR - Contracting Officer's Representative. C. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services. D. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. E. Acceptance Signature - VA NTP employee or designee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. F. Authorization Signature - COTR's signature; indicates COTR accepts work status as stated in ESR. G. NFPA - National Fire Protection Association. H. OEM - Original Equipment Manufacturer I. Update - A release of a Program that may include minor feature enhancements, and/or bug fixes and/or fixes of minor errors and/or corrections and typically is identified by an increase in a release or version number to the right of the first decimal (for example, an increase from Version 5.1 to 5.2 or from Version 5.1.1 to 5.1.2). "Update" shall not be construed to include Upgrades. J. Upgrade - A release of the Program that may include some feature enhancements and/or additional capabilities (functionality) over versions of the Programs previously supplied to VISN 21, and typically is identified by an increase in the release or version number to the left of the decimal (for example, an increase from Version 5.2 to Version 6.0) For clarification purposes, "Upgrade" shall not be construed to include either a release that contains major new feature enhancements or a release that contains major new capabilities such that, in either case, Contractor, in its sole discretion, deems such release to constitute a new product or substantial extension of the product line. 3. CONFORMANCE STANDARDS: Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, The Joint Commission, HIPAA, NEC, OSHA, ACR, Federal and VA specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM's technical specifications. Additional performance specifications that exceed the OEM's specifications shall be specified in writing by the VA. 4. TECHNICAL SUPPORT/MAINTENANCE: A. Remote Technical Support - Contractor will use commercially reasonable efforts to diagnose and resolve any issues concerning the Programs via telephone, email, web page and/or fax support. Regular telephone support and assistance is provided for Updates and Upgrades. VISN 21 shall receive any Updates and Upgrades released by Contractor in the ordinary course of its business during the term of this Maintenance Services. VISN 21 is also entitled to receive documentation and minor enhancements as Contractor makes them available during the Term of this Maintenance Plan. 1. Remote Support Requirements - For remote support, Contractor will utilize the currently approved VA approved remote access solutions. Remote access currently includes VA/Cisco Secure Mobility Client and Citrix access. All Contractor personnel access a VA system will have current VA privacy and security training and valid VA domain credentials. 2. Emergency Remote Support - Emergency remote support is provided on a 24-hour/7 day a week basis. An Emergency Support call is authorized when the Programs fails to operate in accordance with the Specifications, and the failure is of such a nature as to prevent the continuation of the day-to-day business operations of VISN 21, and for which no immediate workaround is available. Contractor will make commercially reasonable efforts to assist the VISN 21 in becoming operational and will return all Emergency Support calls within one (1) hour following receipt of the call by Contractor. 3. Non-Emergency Remote Support - Response Time - For Non-Emergency Remote Support calls, Contractor will contact VISN 21 within four (4) hours following receipt of the call. 4. Update and Upgrade Coverage - Contractor will provide to VISN 21 Updates and Upgrades of the applicable Programs released during the Term of this Maintenance Plan. On-site installation of Updates by Contractor is included. 5. Virus Protection - Contractor ships all bundled server-based products with the latest Contractor-approved version of anti-virus software product and ensures proper operation of the Contractor core application and essential utility software when used in conjunction with such Contractor approved anti-virus software Contractor, as part of the installation process, will configure server-based products to perform automated virus definition updates over the Internet if requested by the VISN 21. VISN 21 is responsible for protecting its network environment from viruses and damages resulting from virus infection. VISN 21 is also responsible for ensuring virus definition updates are performed consistent with VISN 21 internal virus protection policies. 6. Additional Data Field Mappings on HL7 Integrations - VISN 21s will be entitled to up to five (5) free additional HL7 data field mappings within their integration. Maintenance Services does not provide for an entire new integration when HL7 standards migrate to new levels (e.g. HL7 version 3), VISN 21 replaces their host environment nor does Maintenance Services cover any custom requests. 7. Equipment Upgrades. - From time to time Updates and/or Upgrades on applicable Programs may result in the requirement or recommendation by Contractor that VISN 21 upgrade the Equipment and/or upgrade VISN 21-provided hardware components. Any such necessary Equipment and/or VISN 21-provided hardware upgrades shall be at the sole responsibility and cost of VISN 21. 8. Implementation Services and Upgrades - From time to time Updates and/or Upgrades on applicable Programs may result in the requirement or recommendation by Contractor that VISN 21 receives various services to implement the software effectively. Such services include but are not limited to user training, administrator training, software programming and project management. Any such necessary services shall be charged at the discretion of Contractor and are at the sole cost of VISN 21. 5. DOCUMENTATION/SERVICE REPORTS: The documentation will include equipment down time and detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards. In addition, each ESR must at a minimum document the following data legibly and in complete detail: A. Name of Contractor B. Name of FSE who performed services. C. Contractor Service ESR Number/Log Number. D. Date, Time (starting and ending), Hours worked for service call. E. Description of Problem Reported by COR/User. F. Itemized Description of Service(s) Performed and corrective action. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED! 6. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the CO and COTR, (in writing), of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The contractor shall furnish the CO and COTR with a written estimate of the cost to make necessary repairs. 7. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. Each respondent must have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup. B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a formalized training program, for the equipment identified in Section B. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance on Powerscribe 360 systems. C. The FSE(s) shall be authorized by the contractor to perform the maintenance services as required. All work shall be performed by "Fully Qualified" competent FSEs. The contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the VAOPC. The CO may authenticate the training requirements, request copies of training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VAOPC equipment. The CO and/or the COTR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the VISN 21 system. D. The technician, which would service this OEM shall be employees of Nuance Communications Inc. and are "not subcontractors", thereby maintaining the sole source unrestricted methodology used to obtain said procurement. 8. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS: The contractor's FSE shall wear visible identification at all times while on the premises of the VA. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. The VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the VA. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court. 9. DATA SECURITY: The contractor shall comply with applicable VA Information Security requirements, shall maintain an approved One VA VPN account (or corporate site to site VPN) and shall abide by all applicable security/confidentiality requirements as set forth by HIPAA and VA Handbook 6500. In addition, Contractor shall maintain a current Business Associate Agreement (BAA) with VHA. NOTHING FOLLOWS…